Documents FAQ
Answers to the most common questions about uploading files, working with your documents, and the difference between your personal storage and the shared Knowledge Base.
What file types can I upload to My Documents?
You can upload the following into My Documents:
| Type | Formats |
|---|---|
| Documents | PDF, Word (.doc, .docx), Excel (.xls, .xlsx), PowerPoint (.ppt, .pptx) |
| Text & data | Plain text (.txt), CSV, Markdown (.md) |
| Images | PNG, JPG / JPEG, GIF, WebP |
| Audio | MP3, WAV, M4A, OGG, FLAC, WebM |
Just drag a file in or use the Upload button. If you select several files at once, they upload together.
See Supported Formats for the full list.
When you upload an image, the AI reads any text found inside it, so you can ask questions about scanned pages, screenshots, or photos of documents.
Can I upload audio files?
Yes. Audio files can be uploaded to My Documents and they can be attached in chat. In both cases the recording is turned into text, so you can ask the AI questions about what was said.
Audio files cannot be played or previewed in My Documents — download the file to listen to it.
See Uploading Documents for My Documents and Attachments for attaching a file to a conversation.
What is the difference between My Documents and the Knowledge Base?
| My Documents | Knowledge Base | |
|---|---|---|
| Who it belongs to | You — it is your personal storage | Your whole organization |
| Who manages it | You | By default Admins, Executives and department managers; your organization can also give it to other people through a custom role |
| Best for | Files you work with yourself | Shared reference material the AI can draw on across the organization |
See Knowledge Base overview to learn more.
Can the AI read images?
Yes. When you upload an image, the AI reads any text found in it. That means you can upload a scanned page, a screenshot, or a photo and then ask the AI about its contents.
If no text could be read, the document's card in My Documents shows "No readable text found — probably a scan without OCR" with a Try again link.
Can the AI transcribe audio?
Yes. An audio file is automatically turned into text, whether you upload it to My Documents or attach it in chat. You can then ask the AI questions about it.
How do I know whether the AI can use a file I uploaded?
Look at the document's card in My Documents. If the card shows only the name, size and date, the file was read and the AI can use it. If a status line appears underneath — for example "Still being read — the AI cannot use it yet" or "Text could not be read — the AI cannot use this file" — the AI cannot use it yet. The amber states have a Try again link.
See Reading status.
Can I rename a document?
Yes. In My Documents, open the ⋮ menu on the card and choose Rename. See Renaming a document.
What are access levels?
Access levels control who can see a document in the Knowledge Base. There are five:
| Level | Who can see it |
|---|---|
| Personal | Only you |
| Team | Members of the team the document is assigned to |
| Department | Members of the department the document is assigned to |
| Organization | Everyone in your organization |
| Confidential | Admins and Executives only |
Documents in My Documents are always Personal.
See Access Levels for more detail.
Can I change an access level after uploading?
Yes, on the Knowledge Base page: click the document's row, then click Change next to Permission in the detail panel. The new level applies from that point on.
You can change the level of documents you uploaded yourself; Admins and Executives can change any document. If you don't see Change, your role does not allow it. There is no access-level control in My Documents.
How do I find a document in the Knowledge Base?
The Knowledge Base gives you filters so you can narrow down what you see:
- Access Level — All Documents, Personal, Department, Organization, or Confidential.
- File Type — PDF, Excel, Word, Images, Text, or Presentation.
- Departments — browse by the department a document belongs to.
See Searching the Knowledge Base for a full walkthrough.
Are chat attachments saved to My Documents?
No. Files you attach to a conversation stay with that conversation and are handled separately. If you want to keep a file in your personal storage, upload it to My Documents.
Is there a file size limit?
Yes. A file can be up to 50 MB, in My Documents and in the Knowledge Base. This is a fixed limit — it is not something your administrator sets. If a file is larger, compress it or split it into smaller files.
You can upload up to 20 files at a time.
Password-protected files cannot be processed. Remove the password before uploading so the AI can read the contents.
Does deleting a document ask for confirmation?
Yes. When you choose Delete, a Delete document? window asks you to confirm. Deleting is permanent: the file and everything the AI learned from it are removed, and there is no way to undo it.